(Sample Offer Letter For Full-Time, Regular Research Engineer/Scientist/Associate/Technologist II/ Senior/Principal Who Are P
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RESEARCH FACULTY SAMPLE OFFER LETTERS WITH VARIOUS CAVEATS
REGULAR, Benefits Eligible - Research Engineer/Scientist/Associate/Technologist I/II/Senior/Principal (working at least 75% EFT)
DRAFT
Date (To be added after appropriate approvals)
Dr./Mr./Ms. x X x Dear x:
On behalf of the Georgia Institute of Technology, I am pleased to offer you a full time (or indicate percent time) position as x with the (unit) at a monthly rate of $x which equates to $x per fiscal year effective (date TBD).
Your initial assignment, as we discussed, will be under the supervision of (name). (Add detailed description here). This offer of employment, and its commitments, supersedes all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
Research Faculty in (unit name) are primarily dependent on sponsored research. All employment and assignments are ultimately contingent upon outside funding. Because of this funding situation, all (unit) research faculty members should remain constantly aware of the need for developing and conducting sponsored research.
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
This letter is not an employment contract and does not guarantee employment for any specific period of time. As a normal part of in-processing, you will be required to sign a loyalty oath, patent agreement and a State security questionnaire. The Immigration Reform and Control Act of 1986 requires that all employees complete Federal Form I-9, and present proof of identity and proof of eligibility to work in the United States. To complete the I-9 process, you must visit the Office of Human Resources at Georgia Tech on your first day and present valid identification documents.
To speed your new hire processing, you can complete most of the pre-employment hiring package online, print the documents, and bring the documents to OHR on your first day. The pre-employment hiring package can be found online at http://www.ohr.gatech.edu/forms. Simply click on the link for New Hire Documents/Forms and choose the appropriate category for your position.
The various benefit plan options that are available to you when you join us are available on our website at http://www.ohr.gatech.edu. You may wish to review them prior to orientation, which will be scheduled during your first weeks of employment. In the interim, I will be pleased to answer any specific questions you may have.
By accepting this offer, you agree to comply with the Bylaws and Policies of the Board of Regents of the University System of Georgia and the statutes and regulations of the Institute which are available upon request or at www.usg.edu and www.policies.gatech.edu.
Salaries are directly deposited to the financial institution of your choice on the last work day of each month. We sincerely hope you will join our staff. We feel you will have a great opportunity for professional development here and that you will be an asset to (unit name).
Sincerely, x, Chair/Director x (unit name) cc: Office of the President Office of Human Resources
I accept this offer with an effective date of ______.
______Signature Date POSTDOCTORAL FELLOWS (working 75% or more and for a period longer than six months.)
DRAFT
Date (To be added after appropriate approvals)
Dr. x x
Dear Dr. x:
On behalf of the Georgia Institute of Technology, I am pleased to offer you a full time (or indicate percent time) position as x with the (unit) at a monthly rate of $x which equates to $x per fiscal year effective (date TBD).
Your initial assignment, as we discussed, will be under the supervision of (name). (Add detailed description here). This offer of employment, and its commitments, supersedes all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
Research Faculty in (unit name) are primarily dependent on sponsored research. All employment and assignments are ultimately contingent upon outside funding. Because of this funding situation, all (unit) research faculty members should remain constantly aware of the need for developing and conducting sponsored research.
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
This letter is not an employment contract and does not guarantee employment for any specific period of time. As a normal part of in-processing, you will be required to sign a loyalty oath, patent agreement and a State security questionnaire. The Immigration Reform and Control Act of 1986 requires that all employees complete Federal Form I-9, and present proof of identity and proof of eligibility to work in the United States. To complete the I-9 process, you must visit the Office of Human Resources at Georgia Tech on your first day and present valid identification documents.
To speed your new hire processing, you can complete most of the pre-employment hiring package online, print the documents, and bring the documents to OHR on your first day. The pre-employment hiring package can be found online at http://www.ohr.gatech.edu/forms. Simply click on the link for New Hire Documents/Forms and choose the appropriate category for your position.
Salaries are directly deposited to the financial institution of your choice on the last work day of each month. The various benefit plan options that are available to you when you join us are available on our website at http://www.ohr.gatech.edu. You may wish to review them prior to orientation, which will be scheduled during your first weeks of employment. In the interim, I will be pleased to answer any specific questions you may have.
By accepting this offer, you agree to comply with the Bylaws and Policies of the Board of Regents of the University System of Georgia and the statutes and regulations of the Institute which are available upon request or at www.usg.edu and www.policies.gatech.edu.
We sincerely hope you will join our staff. We feel you will have a great opportunity for professional development here and that you will be an asset to (unit name).
Sincerely, x, Chair/Director x (Unit Name) cc: Office of the President Office of Human Resources
I accept this offer with an effective date of ______.
______Signature Date TEMPORARY– Research Engineer/Scientist/Associate/ Technologist I/II/Senior/Principal Position is eligible for benefits
DRAFT
Date (To be added after appropriate approvals)
Dr. x x
Dear Dr. x:
On behalf of the Georgia Institute of Technology, I am pleased to offer you a temporary, full time (or indicate percent time) position as x with the (unit) at a monthly rate of $x which equates to $x per fiscal year effective (date TBD).
Your initial assignment, as we discussed, will be under the supervision of (name). (Add detailed description here). This offer of employment, and its commitments, supersedes all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
Research Faculty in (unit name) are primarily dependent on sponsored research. All employment and assignments are ultimately contingent upon outside funding. Because of this funding situation, all (unit) research faculty members should remain constantly aware of the need for developing and conducting sponsored research.
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
This letter is not an employment contract and does not guarantee employment for any specific period of time. As a normal part of in-processing, you will be required to sign a loyalty oath, patent agreement and a State security questionnaire. The Immigration Reform and Control Act of 1986 requires that all employees complete Federal Form I-9, and present proof of identity and proof of eligibility to work in the United States. To complete the I-9 process, you must visit the Office of Human Resources at Georgia Tech on your first day and present valid identification documents.
To speed your new hire processing, you can complete most of the pre-employment hiring package online, print the documents, and bring the documents to OHR on your first day. The pre-employment hiring package can be found online at http://www.ohr.gatech.edu/forms. Simply click on the link for New Hire Documents/Forms and choose the appropriate category for your position.
The various benefit plan options that are available to you when you join us are available on our website at http://www.ohr.gatech.edu. You may wish to review them prior to orientation, which will be scheduled during your first weeks of employment. In the interim, I will be pleased to answer any specific questions you may have.
By accepting this offer, you agree to comply with the Bylaws and Policies of the Board of Regents of the University System of Georgia and the statutes and regulations of the Institute which are available upon request or at www.usg.edu and www.policies.gatech.edu.
We sincerely hope you will join our staff. We feel you will have a great opportunity for professional development here and that you will be an asset to (unit name).
Sincerely, x, Chair/Director x (Unit Name) cc: Office of the President Office of Human Resources
I accept this offer with an effective date of ______.
______Signature Date VISITING RESEARCH FACULTY
DRAFT
Date (To be added after appropriate approvals)
Dr. x x
Dear Dr. x:
On behalf of the Georgia Institute of Technology, I am pleased to offer you a full time (or indicate percent time) position as x with the (unit) at a monthly rate of $x which equates to $x per fiscal year effective (date TBD).
Your initial assignment, as we discussed, will be under the supervision of (name). (Add detailed description here). This offer of employment, and its commitments, supersedes all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
Research Faculty in (unit name) are primarily dependent on sponsored research. All employment and assignments are ultimately contingent upon outside funding. Because of this funding situation, all (unit) research faculty members should remain constantly aware of the need for developing and conducting sponsored research.
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
This letter is not an employment contract and does not guarantee employment for any specific period of time. As a normal part of in-processing, you will be required to sign a loyalty oath, patent agreement and a State security questionnaire. The Immigration Reform and Control Act of 1986 requires that all employees complete Federal Form I-9, and present proof of identity and proof of eligibility to work in the United States. To complete the I-9 process, you must visit the Office of Human Resources at Georgia Tech on your first day and present valid identification documents.
To speed your new hire processing, you can complete most of the pre-employment hiring package online, print the documents, and bring the documents to OHR on your first day. The pre-employment hiring package can be found online at http://www.ohr.gatech.edu/forms. Simply click on the link for New Hire Documents/Forms and choose the appropriate category for your position.
The various benefit plan options that are available to you when you join us are available on our website at http://www.ohr.gatech.edu. You may wish to review them prior to orientation, which will be scheduled during your first weeks of employment. In the interim, I will be pleased to answer any specific questions you may have.
By accepting this offer, you agree to comply with the Bylaws and Policies of the Board of Regents of the University System of Georgia and the statutes and regulations of the Institute which are available upon request or at www.usg.edu and www.policies.gatech.edu.
We sincerely hope you will join our staff. We feel you will have a great opportunity for professional development here and that you will be an asset to (unit name).
Sincerely,
x, Chair/Director x (Unit Name) cc: Office of the President Office of Human Resources
I accept this offer with an effective date of ______.
______Signature Date ADJUNCT RESEARCH - Engineer/Scientist/Associate/Technologist I/II/Senior/Principal
DRAFT
Date (To be added after appropriate approvals)
Dr./Mr./Ms. x x x
Dear x:
On behalf of the Georgia Institute of Technology, I am pleased to offer you a temporary Adjunct (Research E/S/T/A I/II/Senior/Principal) position with the (unit name) effective (date TBD). As with all adjunct positions, this appointment provides no compensation or salary from (unit name) or Georgia Tech.
It is my pleasure to offer you an appointment as Adjunct (rank/ title) in the (unit), effective (date TBD) through (end date). As with all adjunct positions, this appointment provides no compensation or salary from (academic unit) or Georgia Tech.
Your assignment, as we discussed, will be (expected job duties).
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
By accepting this offer, you agree to comply with the statutes and regulations of the Institute and the Bylaws and Policies of the Board of Regents of the University System of Georgia which are available upon request or at www.usg.edu and www.gatech.edu.
Because this is an adjunct appointment, you will not be eligible to accrue paid vacation or sick leave. You will be required to sign a state security questionnaire and complete an employee data form.
Sincerely,
x, Chair/Director x (Unit) cc: Office of the President Office of Human Resources
I accept this offer with an effective date of ______.
______Signature Date REAPPOINTMENT OF RETIREES
DRAFT
Date (To be added after appropriate approvals)
Dr./Mr./Ms. x x x
Dear x:
It is my pleasure to offer you a post-retirement appointment as [rank/ title] in the [unit] at a [monthly/hourly] rate of [monthly/hourly salary], effective [begin date] through [end date].
Your assignment, as we discussed, will be [expected job duties].
[Rules of post-retirement appointments. Salary restrictions].
By accepting this offer, you agree to comply with the statutes and regulations of the Institute and the Bylaws and Policies of the Board of Regents of the University System of Georgia which are available upon request or at www.usg.edu and www.gatech.edu.
This offer of employment is contingent upon approval by the President of Georgia Tech, and its commitments supercede all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
As required by Institute policy, this offer of employment is contingent upon successful completion of a background investigation, if not already done, including a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology as determined by GA Tech in its sole discretion, confirmation of the credentials reflected in your application materials and, if applicable, other necessary checks.
Please notify us of your decision to accept this appointment by signing the acceptance statement below. If you have any additional questions, feel free contact me.
I accept this offer with an effective date of [start date]
______Signature Date ADDITIONAL CAVEAT’S FOR RESEARCH FACULTY AND POST DOCTORAL FELLOWS OFFER LETTERS
1. (The following caveat needs to be added as the last sentence in the second paragraph in all offer letters.) This offer of employment, and its commitments, supercedes all other offers and commitments, oral or written, explicit or implied, made by any person at the Georgia Institute of Technology.
2. “This offer is contingent upon obtaining and maintaining a valid work or employment authorization which enables you to work for Georgia Tech in this capacity.”
OR, "This offer is contingent upon the successful petition of your H-1B visa."
3. The following is an example of verbiage used in offer letters for potential employees who will not be working at 100% time: ....”pleased to offer you a position as a (title) with the (unit) at a salary of $x per month which equates to $x/12 months basis based on your working x% time (equivalent to $x/12 months basis at 100% time).”
4. If you are currently enrolled in TRS/ORP and specific insurance programs, you cannot make any changes. Changes to your insurance plans may be made during Open Enrollment of each year. Open enrollment normally occurs during October/November. No changes can be made to your GT retirement plan.
(Rehire with less than three months break in service.) If you were recently enrolled in TRS/ORP, you cannot make any changes at this time. The Institute has several attractive group insurance programs, which are optional.
5. As was also discussed with you during the employment interview, this offer is contingent upon the completion of your (degree) in (major) from the (school) by (date). If your degree will not be conferred until a later date, an official document from your Registrar’s Office stating that your degree requirements have been met on (date) and that your degree in (x) will be conferred on (date) is required. Official transcripts are required as soon as possible thereafter.
6. As was discussed with you during the employment interview, this position requires that you be granted a DoD SECRET National Security Clearance within six months after your employment with (unit) begins.
7. Because you are currently employed as a member of the faculty of (x) another unit of the University System of Georgia, your acceptance of this offer may be made only after all your contractual obligations with (x) have been fulfilled or a replacement secured for you.
8. (For regular RF’s advertised via PVA Form.) You will be eligible to participate in the tuition reimbursement program. Your class schedule must be approved by your supervisor in order to ensure continuity with your work schedule.
(For regular RF’s with B.S. degree working for GTRI) Your continued employment is contingent, in part, upon the successful pursuit of your advanced degree. You will be eligible to participate in the tuition reimbursement program. Your class schedule must be approved by your supervisor in order to ensure continuity with your work schedule.
(For RF’s working in academic units only) The successful pursuit of your advanced degree is required for promotion. Your class schedule must be approved by your supervisor in order to ensure continuity with your work schedule. 9. (Benefits caveat for RF/PDF who will be employed for a period of six months or less or at 49% time.) Temporary employees participate in the Georgia Defined Contribution Plan (GDCP) and the Medicare portion (1.45%) of FICA, which are both mandatory for temporary employees. Please contact the Office of Human Resources for detailed information regarding these plans.
10. (Relocation for RF II’s and above.) The Georgia Tech Research Corporation (GTRC) arranges and pays for actual costs of packing and moving household goods and books of new research faculty, excluding firewood, outbuildings, chain link fencing and other fencing, and building materials and the shipment of automobiles and boats. GTRC will reimburse for the actual cost of storage and special handling charges not to exceed $1,500. Insurance at the rate of $1.25 per pound will be reimbursed for allowed weight. Mileage allowance at the rate of .28 cents per mile will be reimbursed based on the standard road distance from x, x to Atlanta, Georgia to move a personal automobile. Personal travel expenses at the rate of $100 for each 700 miles of travel distance, prorated for distances in partial increments of 700 miles and based on the standard road distance from x, will be reimbursed; or, in lieu of the personal car allowance and personal expense allowance, GTRC will provide reimbursement for the actual one-way economy airfare for you and your immediate family. Upon notification of your acceptance of this offer, GTRC will advise their contract household goods mover who in turn will contact you directly to make all the necessary arrangements for your move to Atlanta. Policy located at http://www.policylibrary.gatech.edu/relocation-policy-new-faculty-staff-and- researchers.
11. (Relocation for Research Eng/Sci/Associate/Technologist I’s.) The Georgia Tech Research Corporation will provide reimbursement for relocation expenses such as travel and/or expenses to move your household goods from ______to the city of your employment, not to exceed $______. Please see the enclosed GT Relocation Policy for detailed information. Policy located at http://www.policylibrary.gatech.edu/relocation-policy-new-faculty-staff-and-researchers. Offer Letter Enclosure for Research E/S/A/T I’s Relocation
Relocation reimbursement provided for Research E/S/A/T I's is based on the distance from Atlanta that the move will take place from. The following chart shows the mileage increments for determining the allowable reimbursement: Under 500 miles $1,000 500 to 1,000 miles $1,500 Over 1,000 miles $2,000 Please note that the total reimbursement cannot exceed the mileage-based cap listed above. Reimbursements may include:
1. Mileage allowance at the rate of $ .235 cents per mile based on the standard road distance from ______to (where position is located, normally Atlanta)______.
2. If you choose to relocate more than one personal vehicle, GTRC will pay mileage for a maximum of two personal vehicles.
3. Personal travel expenses at the rate of $100 for each 700 miles of travel distance prorated for distance in partial increments of 700 miles and based on the standard road distance may be reimbursed.
4. In lieu of a personal vehicle and travel expense allowance, GTRC will provide reimbursement for actual one-way economy airfare for you and your immediate family not to exceed your allowable reimbursement based on the chart above.
5. Reimbursement for actual cost of any household goods relocation expenses (i.e., moving company charges, truck or trailer rental, gas for rental vehicle, packing materials, third party services, etc.).